HR professionals are familiar with the term “compliance,” as it permeates many aspects of the human resources profession. Still, though HR professionals know that they need a thorough understanding of compliance to do their jobs, many wonder if training other employees is required by law.
The short answer is yes, some compliance training is mandatory. However, what kind of training is required depends heavily on the employee’s work location and your industry. It’s always best to have an in-depth understanding of current federal, state, and local laws so you can know how to create a compliance training program that covers all bases.
What Is Required for State-Level Compliance Training?
States have varying laws, which means that the requirements for compliance training will vary from state to state. However, there are some commonalities between jurisdictions.
Sexual Harassment and Discrimination
States like California, Connecticut, Delaware, Illinois, Maine, and New York require some employers with a certain number of employees to provide sexual harassment and anti-discrimination training to their staff. This training should focus on maintaining compliance with laws set forth by the Equal Opportunity Employment Commission.
All information in these trainings is aimed at ensuring employees know how to avoid committing sexual harassment or discriminating against employees on the basis of race, color, religion, sex, national origin, age, disability, or genetic information. The training should also help employees understand their reporting options when they see or experience these things.
Even though these trainings are only required in certain states, you may want to consider providing sexual harassment and discrimination training to all employees to better prevent harassment and discrimination events and to educate all employees on how to appropriately respond and report.
Workplace Violence
Some states require employers to develop and publish workplace violence prevention plans. As part of the plan, employers must train their staff on how to recognize, prevent, and report violence at work. California’s SB 553, which includes these requirements and went into effect on July 1, 2024, is just one example of these laws.
Understanding Industry-Specific Requirements
Mandatory compliance training also varies by industry. Some heavily regulated industries require specialized training to ensure that businesses, their employees, and their clientele remain safe and protected.
Finance Institutions
The Bank Secrecy Act and the Anti-Money Laundering Act both require that professionals in the banking and finance industries undergo training that helps them detect and prevent money laundering and fraud.
Training should cover the regulations involved in both of these acts as well as internal BSA/AML policies for the specific bank. Training should also be tailored to each person’s individual position within the company.
HIPAA Requirements
The Health Insurance Portability and Accountability Act (HIPAA) requires that covered employers provide training on patient privacy to employees who handle or have access to patients’ protected health information (PHI). This includes any data that can reveal a patient’s identity or health status, such as names, Social Security numbers, doctor’s notes, lab test results, medications, and health insurance details.
HIPAA leaves the content of this training to the employer. The employer must also decide which employees could be exposed to PHI and train them accordingly.
Additionally, HIPAA requires that all employees, whether they have access to PHI or not, get training on security awareness. The guidelines for that training are more straightforward and must cover:
- Procedures for detecting and reporting malware
- Procedures for monitoring and reporting discrepancies with login attempts
- Procedures for creating and safeguarding passwords
- Procedures for periodic security updates
HIPAA also requires that employees be trained to detect and respond to security violations.
OSHA Training
The Occupational Safety and Health Administration requires OSHA training for any employee who will face hazards on the job. Many times, people associate hazards with construction and manufacturing positions that involve heavy machinery, dangerous chemicals, hazardous electrical equipment, loud noise exposure, and serious fall risks.
However, hazards can also occur in many other types of industries. For example, those working in schools and retail positions often need training on emergency evacuation plans and administering first aid.
OSHA maintains a list of training requirements for general industry, as well as other requirements that are specific to certain industries, such as maritime, construction, and agriculture. There is even required training for federal agency supervisors and management officials who must put safety training programs together for employees.
Best Practices for Conducting Mandatory Compliance Training
Employers should look at compliance training as an opportunity to enhance the company’s mission and protect all stakeholders. The following best practices can help employers develop and deliver compliance training that meets that goal:
- Connect compliance training to real-world workplace scenarios to show employees how it will enhance their work and advance the company’s mission
- Ensure that compliance training happens throughout the year so it’s always top of mind for employees
- Give employees actionable steps to walk away with so they can easily put what they’ve learned into practice
- Experiment with different teaching and training methods to make learning fun and memorable
- Consider recording training and making it available for employees who want to review the information at a later date
Above all, employers must know and follow the law when it comes to mandatory compliance training. This will ensure they develop plans that meet compliance goals and serve everyone well.
Robust Training Is a Boost to Workplace Culture
Remember that compliance training isn’t just about avoiding fines and penalties. It’s also about building a culture of safety and respect in the workplace. When you approach it from that angle, it’s much easier to create programs that help everyone thrive and have a positive impact on the entire organization.
Schedule a Demo Today
Want to learn how to effectively implement mandatory compliance training at your organization? Schedule a demo with VirgilHR today and see how our smart solutions can help you stay compliant and foster a culture of safety and respect in the workplace.
